Administrative Assistant- Manager

ICONMA, LLC • United States, United States • 3d ago

Our Client, a Leading Global Investment Firm company, is looking for a Administrative Assistant- Manager for their New York, NY location. Responsibilities:

The Admin Manager will oversee administrative professionals either within the New York office or across two business-aligned areas of the firm.

Reporting directly to the Global Head of Administrative Operations, this individual will be responsible for recruitment, onboarding, performance management, compensation management, workforce planning, and leadership development for administrative staff.

They will manage coverage needs across teams to ensure seamless support and operational efficiency.

The Admin Manager will also engage regularly with executives and key stakeholders to anticipate business needs and align administrative support accordingly.

In addition to daily oversight, this individual will partner on strategic initiatives that elevate the administrative function and ensure alignment with the firm's long-term goals.

This is a highly visible role, requiring both strong people leadership and the ability to execute on forward-looking projects.

Talent Acquisition & Onboarding:

Lead recruitment and selection processes for New York or business-aligned administrative staff, partnering with hiring managers and external talent partners.

Oversee onboarding for new hires, including structured 30-, 60-, and 90-day integration plans.

Ensure consistent execution of offboarding procedures.

Performance Management & People Development:

Manage the full performance management cycle, including goal-setting, mid-year and year-end reviews, and developmental feedback.

Gather and synthesize executive input for performance discussions.

Recommend compensation decisions in partnership with HR and business leadership.

Identify and implement training, development, and growth opportunities to strengthen the admin talent pipeline.

Partner with HC Business Partners to provide coaching and support as needed.

Leadership & Team Oversight:

Directly manage Team Leads and Executive Assistants, providing coaching, feedback, and professional development.

Foster a high-performing, collaborative team culture across the assigned business areas or the New York office.

Organize team-building and engagement initiatives to encourage collaboration and retention.

Serve as a trusted advisor to EA Managers, Business Managers, and Office Operations on HR and administrative matters.

Workforce Planning & Coverage:

Conduct regular reviews of headcount, workload, and overtime to maintain appropriate staffing levels.

Provide strategic recommendations that balance operational needs with financial considerations.

Oversee EA coverage, including executive assignments, backup support, and long-term coverage planning.

Cross-Functional Collaboration & Strategic Initiatives:

Partner with business leaders to ensure administrative support is aligned with strategic priorities.

Collaborate with admin managers across other regions to share best practices and implement efficiency-enhancing processes and technologies.

Work closely with internal functions (HR, Finance, Office Operations, etc.) to ensure smooth rollouts of new policies and procedures.

Support and lead strategic initiatives, as identified by the Global Head of Administrative Operations, to enhance scalability, efficiency, and professional development opportunities within the administrative population.

Committee & Program Oversight:

Provide oversight and support for administrative committees and working groups.

Ensure committees align with broader goals and contribute to engagement, career development, and continuous improvement.

Requirements:

7-10 years of progressive administrative management experience, preferably within financial services or a professional services environment.

Demonstrated success in managing and developing large, diverse administrative teams.

Strong background in talent management, including recruiting, performance management, and career development.

Proven ability to balance day-to-day operational oversight with strategic planning and execution.

Excellent relationship-building skills, with the ability to influence and partner effectively across senior business leaders, HR, and cross-functional teams.

Experience with workforce planning and managing coverage models in a dynamic, fast-paced environment.

High level of professionalism, discretion, and judgment in handling sensitive information.

Strong communication, organizational, and problem-solving skills with a track record of driving efficiency and process improvements.

Bachelor's degree is a plus, though not required; strong professional experience in administrative management will be equally valued.

Why Should You Apply?

Health Benefits

Referral Program

Excellent growth and advancement opportunities

As an equal opportunity employer, ICONMA provides an employment environment that supports and encourages the abilities of all persons without regard to race, color, religion, gender, sexual orientation, gender identity or express, ethnicity, national origin, age, disability status, political affiliation, genetics, marital status, protected veteran status, or any other characteristic protected by federal, state, or local laws.

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